Key Requirements:
- Manage Director’s diary including all internal and external meetings and calls in Microsoft Outlook / TEAMS.
- Accurately capture all time zones, prioritize and re-arrange where necessary.
- Co-ordinate travel arrangements for the Director.
- Process expense claims accurately and in line with company policy.
- Ensure internal database is kept up-to-date and that new contact information is uploaded on a regular basis.
- Coordinate closely with the other PAs as well as those in the broader business support team (BST) and attend weekly Team PA meetings and monthly BST meetings.
- Book lunches and set up the meeting room for lunches as required.
- Ensure all local lisences and permits are obtained and renewed in good time.
- Liaise with landlord on any building maintenance or parking issues.
- Manage and replenish inventory and office set up processes where required.
- Ensure meeting rooms are stocked up with stationery on a daily basis.
- Process invoices in a timely manner and keeping accurate records for audit purpose.
- Provide support for all team events, dinners and meetings.
- Organize and Coordinate large events.
Qualifications
- Must have a bachelor’s degree in Administration or relevant field.
- Must have a minimum of 5 years of experience.
- Must have experience in flight bookings and visa processing for multiple geographies.
- Must have experience in organizing and coordinating large events.
- Excellent spoken and written English.
- Strong communication and team skills.
- Ability to learn new processes, implement new policies and communicate these changes to the team with short notice.
- Willingness to think creatively and take on responsibility.
- Strong diary management experience and exceptional attention to detail.
- Confident, proactive, cheerful and resourceful team player.
- Flexibility, prioritization and ability to work under pressure.
- Excellent organizational skills.
- Absolute integrity, discretion, and a sense of responsibility.
- Proficient computer skills: Windows, Word, Excel and PowerPoint.
- Office 365 and intranet
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Executive Assistant at Summit Recruitment and search
